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GeorgiaFIRST Financials Annual Maintenance Release
Debora Exum, Assistant Director Administrative Services Information Technology Services
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Agenda What is being updated? What else is new? What is the schedule?
Version Numbers Single Sign On Classic and Classic Plus What else is new? What is the schedule? Beyond Annual Maintenance Some great Interact Sessions Questions and Discussion Point out mixed audience this year. Not just functional (Georgia Summit) but a mix since technical (Rock Eagle). I manage the technical team so information may be a little different than in prior years because of our different perspectives. Presentation may be a tiny bit more technical than in previous years. An opportunity for expanded horizons from both sides of the house.
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Version Numbers Keeping up with Oracle
Why do we care about the version number? Talk about going out of support Bug fixes etc. Do you ever think about it being finished? Keeping up with Oracle
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What is being upgraded? PeopleTools 8.55.23 Financials PUM 23
In Production Today After Annual Maintenance PeopleTools Financials PUM 23 GeorgiaFIRST Release 5.34 PeopleTools Financials PUM 27 GeorgiaFIRST Release 5.40 PeopleTools – bigger jump than prior years; we try to keep that to an every other year upgrade PUM – what is it? What is included? Fixes a lot of things. Might break a few things, too. Our customizations… always changing and improving
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Single Sign On (SSO) What is single sign on? This is going back to basics for most, but just in case… Remember back in the day when there was a different password for everything, and of course they were all supposed to be different and you were supposed to remember all them without writing them down. It is for convenience and security. Single sign-on (SSO) is a session and user authentication service that permits a user to use one set of login credentials (e.g., name and password) to access multiple applications. ... On the back end, SSO is helpful for logging user activities as well as monitoring user accounts. The most impactful change to the end user for this release
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Single Sign On (SSO) SSO and Multifactor Authentication are OneUSG Requirements Requirement is being extended to GeorgiaFIRST Demo production to show them it will work the same way in Emphasize “Remember my choice.” Emphasize throughout that this is what is happening today with OneUSG Connect. Explain multifactor authentication. The bad guys keep getting smarter. Single sign on was no longer enough. Not all institutions have MFA yet!
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Single Sign On (SSO)
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Single Sign On (SSO) Institution Directory and Attributes
If a user inputs their institution credentials correctly, the institution sends the following attributes about the user to GeorgiaFIRST: Institution (aka Company) Employee ID (aka EMPLID) Last Name
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Single Sign On (SSO) Authentication
In order for the user to authenticate, the following must match:
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Single Sign On (SSO) Common Reasons for SSO Issues
Missing Employee IDs in institution directory Last Name (Surname) Inconsistencies -Marital status name change -Hyphenated Names -Suffixes These are the issues from OneUSG Connect. Institutions need to understand their internal processes for adding or modifying data in their directories. GeorgiaFIRST will experience the same PLUS a couple of more points of failure: Integration Broker updates of PS_PERSONAL_DATA – if IB is behind or off track, GAF data may be out of sync with HCM. PSOPRDEFN account doesn’t exist or is locked. We don’t have an auto-provision process in GAF. We have self-registration or the security admins are creating the accounts. The user will get the “invalid user … or password” login page if they don’t have an account or the account is locked. User has more than one PSOPRDEFN account. We just did a cleanup on this but I don’t know that we’ve plugged the hole.
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Single Sign On (SSO) Troubleshooting
Is the employee able to use SSO to access OneUSG Connect? No? Give the employee this URL and instruct them to provide the results to the SSC: - this “demo” page will provide the attributes sent from the institution. SSC will compare results to OneUSG Connect to determine corrective action. Yes? (employee can access OneUSG Connect but not GeorgiaFIRST via SSO) Verify PSOPRDEFN account Make sure only 1 unlocked account for a given EMPLID per institution. Verify Last Name in Personal Data. Refer discrepancies to ITS Helpdesk.
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Classic and Classic Plus
The Same but Different
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Classic and Classic Plus
Introducing new Classic Plus pages Hybrid between existing Classic and Fluid Same layout and information just slightly bigger layout Why both? PeopleSoft has more than 7000 pages Too much to do at once Some modules have a lot of Classic Plus Some not much at all Don’t be put off if you work in an area where it goes back and forth Classic always makes me think of CocaCola Classic. I thought this showed how the look of something can change over time, but the heart of it stays the same. Let’s play a game…
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New Classic Plus – Travel Authorization
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New Classic Plus – Expense Report
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What else is new? Some enhancements for you
As all of you know, there’s been a lot going on on the OneUSG side of the house. That means we haven’t been able to do as much as we’d like to for Financials this year. (no matter the circumstances), I think we always wish we could do more) But we do have a couple of things to offer Some enhancements for you
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What else is new? Accounts Payable – Allow Non-PO Vouchers to route to a special approver based on a fund code. Not all fund codes, just special ones that you designate as part of set up Middle Georgia State University and Clayton State University have requested this functionality and will be set up to use it with the 5.40 release If this is something your institution is interested in Submit a ticket to the ITS Help Desk asking for more information Dashboards Improved performance Hourly refreshes of data
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What else is new? Accounting Tags will replace Speed Charts and Speed Types More efficient with one set of values than two; easier to maintain Ability to cancel a PO from within the Maintain PO page via the red X icon Ability to budget check a PO from the Maintain POs page via the budget check icon
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What is the schedule? System Testing, Quality Assurance, Release
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What is the schedule? System Testing Quality Assurance
In progress now Ends September 28 Quality Assurance Update and migration to QA environment – October 1-19 QA testing – October 22 – November 9 Production Release Preparation – November 12-29 DOWNTIME Thursday, November 29 at 5pm until Monday, December 3 at 7am
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Beyond Annual Maintenance
Because there is always more
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Beyond Annual Maintenance
A Tile on the OneUSG Connect Home Page that takes you directly to GeorgiaFIRST Financials Movement of Common Remitter and Benefits Reconciliation from Financials to HCM Tentative Release Schedule for 2019 5.42 – January – 1099 and Budget Prep 5.44 – March – Enhancements and Fixes 5.46 – May – Fiscal Year End 5.48 – August – Enhancements and Fixes 5.50 – November/December – Annual Maintenance
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Some Great Interact Sessions
Really. You need to go to these.
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Some Great Interact Sessions - Thursday
Purchasing and Accounts Payable: Tips and Tricks Thursday at 11:15, Grand Hall 5 Implementing AP Payment Request for Your Institution Thursday at 1:20, Grand Hall 5 Coming Attractions in Asset Management: Capital Leases and Asset Retirement Thursday at 3:10, Cypress Interacting with PeopleSoft Travel and Expenses Thursday at 3:10, Grand Hall 5 Work Smarter Not Harder: How WorkCenters Make Your Work Life Easier Thursday at 4:40, Grand Hall 5
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Some Great Interact Sessions - Friday
Procurement from A to Z – Grand Hall 5 The Fiscal Year-End Budgeting Process: Lessons Learned and Future Enhancements All Friday sessions are 9:45-2:00 Grab and Go Lunch 12-12:30
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What else can I share with you today
What else can I share with you today? Or maybe you have something you’d like to share with me…
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